Description

About Us:

S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years.

We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power.

With 12 locations and over 950 employees, including 600 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

Job Title: Service Administrative Assistant

Provide administrative support to the assigned branch office. Duties include general clerical, purchasing, and accounting responsibilities. Project a professional company image through in-person and phone interaction.

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Responsible for accounts receivable, including tracking past due accounts.

• Track all open service contracts and create job folders.

• Maintain all records in Falcon, including opening tickets, creating new sites, and printing off monthly work orders for all inspectors.

• Distribute and track national accounts.

• Take incoming service calls and distribute to fitters and Service Manager, as necessary.

• Responsible for all billing in Falcon.

• Responsible for accruals for the service and inspection departments.

• Process payroll for inspectors, and service fitters, including obtaining employee time information, entering time information into the branch database for service fitters, submitting time information to the Payroll department, and checking the edit listing before the check run.

• Order material for all service fitters and inspectors, including all service contract jobs and Falcon tickets.

• Schedule all inspections for service jobs.

• Distribute inspections and service work to subcontractors.

• Track all permits for service jobs, including preparing them for submittal to the appropriate city.

• Prepare quotes.

• Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.

• Assist Service Manager with scheduling manpower for service and inspections.

• Assist inspectors with scheduling jobs.

• Attend weekly service meetings and take notes to submit to Corporate.

• Attend bi-weekly inspection meetings and take notes.

• Process all incident reports for service jobs.

Qualifications:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Work Experience:

• High School Diploma or GED is required.

• 3+ years’ administrative experience is required.

• Previous construction industry experience is a plus.

COMPUTER SKILLS

Proven knowledge of Microsoft Office Software (i.e., Word, and particularly Excel).

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities to perform this job successfully.

• Must think strategically, make sound decisions, and produce accurate and timely results.

• Must build positive working relationships with multiple levels of employees and management.

• Must demonstrate integrity and professionalism.

• Must demonstrate commitment to company values.

• Must possess excellent organizational skills.

• Must follow-up on tasks and assignments in a timely manner.

• Must possess excellent written and verbal communications skills.

• Must prioritize in a fast paced multi-task environment.

• Must have demonstrated ability to perform basic business mathematical functions.

• Must work with minimal supervision.

• Must demonstrate ability to work effectively in a team environment.

• Must comply with all operating policies, procedures, executed Plans, and Programs.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Qualifications

Education

Required

• High School or better

Preferred

• Technical/other training or better

Experience

Required

• 3 years: Clerical or administrative experience

Preferred

• Experience in the construction industry